Electoral Board Meeting Packets

CITY OF SUFFOLK ELECTORAL BOARD MINUTES JUNE 11, 2<119 CALL TO ORDER: Erin Rice, Chairman, called to order the meeting of the Cilv of Suffolk Electoral Board, at 9:oo 3.H., on Tuesday, June Lt,2org, at the Voter Registration Office, 44o Market Street, First Floor, Suffolk, Virginia. ROLL CALL: The following persons were present: Erin Rice, James Banks, Beverly Outlarv, Lester Ward and Susan Saunders. APPROVAL OF MINUTES OF I-AST MEETING: Ms. Saunders read the minutes from the April 2,2otg meeting and Beverly Outlaw moved that the minutes be approved as read and James Banks seconded the motion The motion carried by a vote of 3-o. OLD BUSINESS: Ms. Rice reported that she and Deput-l'Registrar, Burdette Law'rence, made a visit to the Ebenezer Methodist Church to determine if it u'ould be an adequate location for a future polling site. She noted that the faciliql'had ample parking and space inside the fellor.tship hall for voting equipment and voters to comfortably complete the voting process and would be a good option for a future polling site. Ms. Saunders advised the Board that the Officer of Election Recognition Ceremony was progressing as planned and believed the attendance u'ould be high. The program was reviewed and no changes were made. Ms. Saunders commented that Voter Information Notices r,l'ere mailed to those voters affected by the House of Delegates redistricting, r,r'hich \\'as approximately 21,ooo active and inactive voters. Ms. Saunders presented to the Board the approved zorg/2o2o Fiscal Year Budget, noting the requested and recommended line items. Ms. Saunders informed the Board that on May B, zorg the offlce inr.ited neighboring localities to a demonstration presented by Mike Brorrm of DemTech Voting. The purpose of rn'hich was to offer an all-in-one check-in del'ice, lvhich is an alternative to the lap top computers currently in use by a number of localities. The demonstration ltas informative and Ms. Saunders nill discuss this opportunifv further lvith the IT Department.  -2- Ms. Saunders reported that she was not able to attend the Election Security Table Top Exercise nor the Disabilities Engagement Expo, however she will obtain pertinent information from a neighboring locality. NE\M BUSINESS: The Board reviewed the ELECT Security Bulletin 2o19-oo1 material issued by the Department of Elections. The Bulletin defines and explains what personally identifiable information is and how to comply. The Board reviewed and discussed the Election Service Agreement from Atlantic Election Services, Inc., which was made May t, 2019 by and between Atlantic Election Services, Inc. and the City of Suffolk, Virginia. Ms. Outlaw moved that the Board accept the Agreement and Ms. Rice seconded the motion. The motion carried by a vote of 3-o. The Board reviewed and discussed the updated 2019 City of Suffolk Electoral Board Voting Systems Security Program. Ms. Outlaw moved that the Voting Systems Security Progrimbe approved and the motion was seconded by Mr. Banks. The motion carried by a vote of3-o. Ms. Saunders advised the Board that City Council approved the renaming of the Whaleywille Community Center to the Whaleyville Recreation Center. This facility is the site of ihe Whalelville Precinct, therefore the Department of Elections will need to be notified of this change. Ms. Saunders will prepare the necessary paperwork and arrange for the affected voters to be notified. Ms. Saunders presented to the Board the Long-Range Capital Expenditure Plans for the Retirement oflhe Image Cast Evolution Voting Machines and the Retirement of the Electronic Poll Books. Ms. Outlaw requested that Atlantic Election Services update the Board as to any security issues that may or may not arise in the future regarding any possible hacks to the voting equipment. Ms. Outlaw requested that the Board make comments and announcements before the annual general registrar performance review and appointment of general registrar. No comments and announcements were given. Ms. Outlaw moved that the Electoral Board for the City of Suffolk, Virginia, convene in closed session in order to review and discuss Ms. Saunders Annual General Registrar Performance Review and Appointment of General Registrar pursuant to the Code of Virginia Section 2.2-Z7rr, closed meetings authorized for certain limited purposes. Mr. Banks seconded the motion and the motion carried by a vote of 3-o.  -3- The Board reconvened and discussed with Ms. Saunders her Performance Review. Ms Outlaw made a motion that Ms. Saunders be reappointed for a term of four (4) years beginning July r, zorg and ending June go,2oz3. Mr. Banks seconded the motion and the motion carried by a vote of 3-o. ADJOURNMENT: There being no further business, this meeting was adjourned at 1o:5o a.m. The next Board meeting will be held on Tuesday, September 10, 2019. &; Cuol Erin Rice, Chairman ) Vice Chairman Beverly Secretary